Managed Output Team Interview

managed output teamApril 22, 2013–The members of Project 50 Forward’s Managed Output team, project leader David Ecker, DoIT; Lynn Davis, Procurement and James O’Connor, Sustainability recently discussed their initiatives in the following interview.

The team is supported by project sponsors Chuck Powell, Interim Chief Information Officer and Charles Taber, Interim Dean of Graduate Studies.

What is Managed Output?
[Dave] Managed Output is a focused approach to manage the processes used in printing, presentation and distribution of paper documents and make them as user-friendly, sustainable and cost effective as possible.

Why the need for change?
[Dave] Stony Brook students, faculty and staff use approximately 25 million sheets of paper per year using myriad devices from many different manufacturers, many of which are old and obsolete. Further, there has been no systemized process to manage the purchasing, servicing and disposal of the equipment used to create those documents.

Have you found specific areas in need of improvement?
[Dave] We have targeted four areas: 1) Reduction of paper consumption and the purchasing of recycled paper; 2) Toner cartridge management; 3) Equipment management and 4) e-Waste.

How does Managed Output benefit students, faculty and staff?
[Lynn] By replacing or consolidating printers and obsolete equipment with new, networked Multiple-Function Printers (MFPs), printing costs are lowered and users will enjoy more convenience with new functionality and less downtime. Additionally, new MFPs will provide greater security and confidentiality and may free up much needed space.

Will the University save money by enhancing its Managed Output efforts?
[Dave] Yes. There will be significant cost savings associated with the switch to MFPs and the transition to recycled paper. Our toner recycling and e-waste programs will create new revenue streams. Streamlined processes will also save users’ time that would otherwise be needed to order and procure supplies, arrange for servicing, pack and ship toner and perform other related time-consuming tasks.

What is being done to improve and optimize student printing policy and procedures?
[Jim] Students on the Sustainability Task Force suggested that we could eliminate cover pages on every printing job at Student Computing Sites–which will result in a savings of about 800,000 sheets per semester. We also want to promote simple adjustments, like using narrower margins and double-sided printing to reduce paper consumption.

Why are toner cartridges of particular interest?
[Lynn] We found that there was no standardized procedure for purchasing toner and that the University spent much more on toner replacement than was necessary.

[Jim] Also, toner cartridges were frequently disposed of in a haphazard manner instead of recycling them, unnecessarily impacting our environmental footprint.

What is being done to remedy the toner cartridge situation?
[Jim] We recently implemented a University-wide toner cartridge recycling program with a goal of zero percent (0%) landfill impact. In addition to reducing waste and helping the environment, recycled toner cartridges can create a new revenue stream for the university. See the Toner Recycling Program web page »

Why are we replacing our regular copy paper with recycled paper?
[Lynn] We recently announced the transition to purchasing only paper made with recycled content. This is a win-win decision. In addition to the significant sustainability benefits, the University has also been able cut the cost of paper.

Why replace some printers with multi-function printers?
[Lynn] With Multi-Function Printers the cost to print a single page is reduced from 15 cents to less than a penny. MFP printing is much faster, features many convenient user options and produces higher quality, more professional looking documents. There are also economies of scale with service contracts and replacement parts as we streamline our vendor commitments.

[Jim] We also hope that more users will now opt to ‘scan and save’ documents instead of the traditional ‘copy and print’ method, which will result in even more paper savings and sustainability gains.

What will happen to the old equipment once it is replaced?
[Jim] Stony Brook is instituting an e-Waste program that will reuse or recycle obsolete or unusable printers, fax machines, copiers, computers and other electronic equipment, including smaller items like alkaline batteries and thumb drives. We are also exploring the feasibility of donating usable items to organizations that need them. E-Waste recycling may also provide an additional revenue stream for the university.